Check-In a Document

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  • OS: Windows 7, 8, 10
  • Browser: Internet Explorer
  • Office: N/A
  • Product: ActiveX

Once you have made edits to a document, you will need to Check In the document to save the changes to NetDocuments. Whether the document was checked out automatically or manually will determine how the document is checked in. Click here for information about Checking Out documents. 

Automatic Check In

1.  When you open a document from a List View page, the browser page stays open and the document opens directly in its native application. 

2. After you close the document, you will return directly to the List View page where you started. 

3. You must then click the green Check In button to complete the document check in – otherwise your changes will not be uploaded and the document will be left checked out. There are two Check In buttons: 

check_in_button2.png If you use this button at the top right corner of your screen, it will check in all closed documents as a background process. 

check_in_button.png If you click the Check In button next to the document then it will upload just that one document as a foreground process.  Selecting the top right button will save you time. 

Using the button at the top right corner of your screen is preferred because it checks the documents in as a background process so you can continue working on something else while it is being checked in. 

Be aware that there is a GREEN check mark next to all documents you have checked out and a BLACK check mark next to those documents checked out by others. You are normally only concerned with those documents you have checked out.

NOTE: In many cases, if you navigate to another page in NetDocuments, the document will be checked in automatically for you. But, if you navigate to another page or select an option on the List View page and do NOT click the green Check In button, the document may remain checked out and your changes will not be uploaded until you check the document in. Additionally, clicking the Logout button when you are done with your NetDocuments session, will prompt you to check in all closed documents. For this reason, we strongly recommend using the Logout button to finish your session. 

Basic rule = After closing your document, check it in by clicking the green Check In button at the top right of the page or the green Check In button next to the document name. (Your organization may be using ndOffice that automatically checks the document in for you after you close it.  If you do not see the green Check in button or the green checked out icon next to the document name, then you will not need to follow the steps above.) 

If a document gets left checked out by you and has the green check mark, but does not have either of the green buttons, you can select the document from the list view page and then select More Options > Check In to check in the document. 

Manual Check In

1) Close the document and save it to a local location that you will remember. 

2) Click the green check-in button next to the document and it will ask you to Check In the document or Reset it to checked in.

manual_check_in.png

a. Check In will prompt you to browse for the local file that you saved. This will replace the copy that is in NetDocuments with your newly edited document.

b. Reset will NOT prompt you to upload a file to overwrite the existing file.  Use this option if you lose the checked-out document or you checked it out without copying to your local drive or if you simply do not want to keep the changes you made on your local copy.

Opening more than one document

You can open multiple documents within a single NetDocuments session.  To open more than one document at a time, go to a List View page such as Search Results, Recent Documents list, folder, Saved Search and check the documents you want to open and then select the Open option from the menu. 

If you manually check out multiple documents, you will need to individually check in each one. There is no group option to check in multiple documents at a time.

(NOTE: You can do a Ctrl Click after selecting multiple documents and open several documents in View Only mode if you are not editing them.  When this occurs, they do not get checked out or placed on the Check In List.)

When you open multiple documents, a green Check In button will appear on the top right of the page.  It will also have a number after it showing how many documents are checked out.  Clicking the word List next to the green button will list all documents you have opened in the current session and have not checked back in.

Whenever the Check In button is present and you want to close NetDocuments, you should always first close any open documents by clicking the green Check In List button and then click the Logout link. If you have any checked out documents in the current session, they will be automatically checked in when you click the Logout link. 

Alternatively, you can click the green Check In button, wait for the documents to check in, then close the browser.  If you close the browser while the green Check In List button is visible, you will be prompted to log back into NetDocuments in order to properly upload all of the document information.  

NOTE: If you do not check in the documents, they will be left checked out until the next time you login and check them in.  This means that others cannot edit those documents.  

ALWAYS USE THE LOGOUT BUTTON TO ENSURE DOCUMENTS ARE CHECKED IN. 

NOTE: You can also open multiple Browser sessions as a means to open several documents.  If you are working with several documents, this may get a little confusing because of all of the Browser instances that you will have.  NetDocuments was designed so that you could open one browser session and avoid any confusion with multiple browser sessions being open at once for NetDocuments. 

Understanding the Functionality of the Check-In List button 

  • Whenever you open a document for editing in the same browser session, the green Check In button will be visible. Clicking the button checks in any closed documents.  Note, however, that documents that were opened in View Only mode are not displayed on the Check In because they are not considered "checked out".  Checked out implies that the user can edit it and it is locked from other users who may want to edit it.

  • If a user selects one of the Navigation links and navigates away from a document's Profile page or another List View page, NetDocuments checks to see if that document is in the Check In List. If it is, NetDocuments then checks to see if the document is actually still open on the desktop in its native application.  If the document is in the Check In List but is not open, NetDocuments silently checks in the document, if it was automatically checked out, and removes the document from the Check In List.  However, if the document is in the Check In List and is still open for editing, it is left in theCheck In List and the browser navigation proceeds.

  • When the Check In as New Version option is selected after clicking the (List) next to the Check in button, the selected document is checked in as a new version.  This new version becomes the Official Version.

  • Log/History: If a document's content is edited and then checked in, it is logged in the History as "Edited".  If content did not change and it is checked back in (reset), the History log shows "Viewed".

  • When a document is closed and Checked In from the Check In (List), it no longer shows in the list.

  • If a document is open and in the Check In List, and a user attempts to Email, View, Copy, Notify Others, or Add Version from the document's profile page, a message will appear: "This document is currently checked out.  If you proceed (by clicking OK), any changes made to the document since it was checked out may not be included."  However, Approve, Sign, Delete, and Remove from Sharespace will force a check in of the document.

  • If you open multiple documents in a Sharespace, then navigate away from the Sharespace, you should be aware of the implications of Alerts.  Suppose you now check in just one of the documents, not all.  If another user has defined Alerts to be emailed to him/her when the ShareSpace contents change, the person will get notified of that document being edited.  If the user then checks in the other documents 5 minutes later, the other user will get another notification.  If all the documents are checked in at once, the user will get only one Alert.

  • When a Windows shutdown or log off is initiated while there are documents in the Check In List, a Check In All Docs will be initiated. If the user cancels any of the document check ins, the Windows shutdown/log off will be cancelled.

  • If you have a document open for editing and then click the browser Exit button or choose File > Close within Internet Explorer, your open document is protected. The Check In List continues to track that document. When you log back into NetDocuments, you will still see the green Check In List button showing that document as a checked out document.

  • NOTE: If you have a document checked out and you Log off Windows, you will be asked to check the document in.  If you do NOT check the document in, the next time that you login to NetDocuments, after you login, you should go to the green Check In List button and check in the documents. If you are on the same computer where the document was left checked out, your changes will be uploaded into NetDocuments.

  • The NetDocuments Client API can retrieve attributes of any document in the Check In List. 

Forcing a Check-in of a document

You can check in a document that it checked out to someone else if you force check it in. Users will see this message:

The document, <document name>, was opened or checked out to Jim at 10/20/2014 1:25:40 PM and was not closed or checked in.

You can send an email message to Jim requesting that the document be checked in. Or you can force a check in of the document and then open it for editing. Edits could be lost if Jim is still using the document, so you should do this only if you are certain that this is not the case. Otherwise you may open the document to view its contents, but you cannot save any changes to the document.

If they choose to force check it in, the user will receive this last confirmation message:

Are you sure you want to force a check in of this document? If you force a check in, a new version of the document will be created. If the previously checked out document is subsequently saved, it will be saved to the prior version. We recommend that you consult with the person who checked out the document prior to forcing a check in. 

This will create a new version to work on, while the other user can still work on the version that they have open. This will result in two versions, each containing one of the users' edits. The users will then have to manually reconcile the changes made by the other person and upload them as a third version.

We are aware of a scenario related to this that may cause users to appear to a lose edits to a document: 

NetDocuments users Jim and Sally.

  1. Jim opens document X and is in the midst of editing it for a length of time.
  2. Sally opens document X and forces the check in of it since Jim has it checked out.
  3. Sally edits it and saves it and closes it and checks it in.  Sally does not notice that she has now created version 2 since she forced the check in of the official version.
  4. Jim now completes his edits of document X and saves and closes and also checks document X in.  He watches it upload not knowing that it is only going to version 1 which is now NOT the official version any longer.  No notification is given to him of this change.
  5. Jim then opens document X and he now ONLY sees Sally’s edits and as such thinks his edits have been lost.

The actions are recorded in the history but the history does NOT use the words “forced check in” but instead says a new version was created by Sally.   However, the version description of version two says “Forced check in”.   Jim has in his echo directory X.doc and X(1).doc.  X.doc is version 1 and has Jim’s changes in it.  X(1).doc is version 2 and only has Sally’s change in it. 

If You Do Not Have a Document's Native Application Installed 

If you do not have the native application, such as Microsoft Word for a document created by someone else using Word, you will need to view the document by using the View Option. 

Check In List in the Programs menu and Task bar

The Check In List can be accessed at any time by going to the Windows Start Programs Menu.  It will be listed as NetDocuments – Check In List.  Accessing the Check In List in this manner is the best way to get to your Echoed documents also, when an Internet connection is not available.  Open the Check In List, click on View|Echo folder.  You can also access the AutoImport folder this way.  Any work you do in the Echo directory while off-line, will be synchronized the next time you access NetDocuments via the browser and access those documents.  YOU SHOULD NOT WORK IN THE ECHO DIRECTORY UNLESS THE INTERNET IS TEMPORARILY INACCESSIBLE. If a document is checked out, you will also see a ND icon in the windows tray.  You can also check documents in by using that icon, but be aware depending on your browser settings, it may open another tab to check the documents in.  In that case the previous session tab will still show the Check in buttons until you navigate to a different page or do a browser refresh.  After two minutes you will be prompted from the tray if a document has been closed but not checked in.

NOTE: See comment below, if the Check-In List gets removed from the Programs menu.

NetDocuments Check-In List

If the Check-In List program has been deleted from the Program Menu, to add it back, you must do the following. Go to Start Run menu and enter regedit.  You will get a page that looks like the following.  Right click on the ALShortcut and delete it.

Registry-Editor.jpg

Then go to your Task Manager and right click and Remove the process for the nenote.exe program.

nenote.jpg

Now restart your computer.  When you log back in, you will have the NetDocuments Check-In List on your programs menu.

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